PUBLIC WORKS COMMITTEE 2018/01/24 MinutesPUBLIC WORKS COMMITTEE MEETING
WEDNESDAY, JANUARY 24, 2018 – 6:30 P.M.
MUNCIPAL SERVICES – TRAINING ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Chairman Randy Tack called the meeting to order at 6:43 P.M. Alderman
Michelle Moreno was in attendance. Alderman Rummel listened to the meeting
via speaker phone.
Staff in attendance included Michael Thomas, Director of Public Works; Bob Kiely,
City Manager; Bob Ells, Superintendent of Engineering; Dan Martin,
Superintendent of Engineering and Jim Lockefeer, Management Analyst.
Also in attendance was Jim Opsitnik, President of the Lake Forest Preservation
Foundation; Marcy Kerr, Executive Director of the Lake Forest Preservation
Foundation and David Mattoon, Lake Forest Preservation Board Member.
II. APPROVAL OF THE DECEMBER 13, 2017 PUBLIC WORKS COMMITTEE MEETING
MINUTES
Chairman Tack moved to approve the December 13, 2017 Public Works
Committee meeting minutes. Alderman Moreno seconded the motion, which
carried unanimously.
III. REVIEW AND APPROVAL TO WAIVE THE BID PROCESS FOR CLEANING OF THE TWO
WATER PLANT INTAKE PIPES – DAN MARTIN
Superintendent of Public Works Dan Martin explained that as a part of the FY18
Capital Improvement Plan, $185,000 has been allocated for this project. He
explained that the last time the intake pipes were cleaned was in 2014 by
Northern Divers. Intake cleaning consists of removing the settled sand and debris
from inside the 24” and 42” diameter intake pipelines that extend out several
thousand feet in Lake Michigan. Intake cleaning improves plant operations,
increases capacity, and saves operating costs by reducing backwash cycles
and using less chemicals. Superintendent Martin explained the proposed intake
cleaning process. He explained that staff is looking to utilize the same patented
process that was utilized in 2014 with Northern Divers. Their process creates a high
pressure vortex using mixed air and water to loosen and remove the
accumulated sediment from the piping system and expels the sediment back
into Lake Michigan. This process allows the Water Plant to stay in operation with
minimal shut down times, can be done without removing the chemical feed
system, and no permit is required from the Illinois Department of Natural
Resources. The previous process, prior to 2014, required the plant to be
shutdown, was labor intensive, required pulling all the debris into the plant’s
intake well, and would require zebra mussel treatment lines to be removed and
replaced. Superintendent Martin then reviewed and explained video footage of
the 2014 cleaning process. Superintendent Martin explained that since the 2014
cleaning was so effective, that as part of the algae screen project, additional
infrastructure was constructed at the Water Plant that would allow the intake
cleaning process to become more efficient. He explained that as a result of this
construction, Northern Divers is not going to have to install as much temporary
piping and valves as they did in 2014. He explained staff’s recommendation is to
engage Northern Divers as the sole source provider to complete the FY18 Water
Plant Intake Cleaning Project for $185,000 as budgeted in the FY18 CIP.
Alderman Moreno inquired about how many other Lake Michigan Water Plants
are utilizing Northern Divers. Superintendent Martin explained that Twin Lakes and
Waukegan have both used Northern Divers. He explained that he believed
Great Lakes, Abbott, and North Chicago have also used the firm as well.
Alderman Moreno explained that she was uncomfortable with choosing a sole
source provider. She inquired about the other options the City has for the
cleaning process. Superintendent Martin explained that the other cleaning
option would be the old cleaning method that is referred to as “pigging”. He
explained that the old process involves the use of a lot of chemicals to prevent
zebra mussel intrusion. Certified divers are then needed to go in with vacuum
hoses. The materials they collect are then hauled and trucked out, which
requires a permit. He explained that removing and reinstalling of the equipment
for the chemical process for the zebra mussels alone is $142,000 per intake line.
The old process is much more costly than the proposed process Northern Divers
utilizes. Alderman Moreno agreed that the old process seemed much more labor
intensive.
Alderman Moreno inquired about how much savings will be realized from the
work constructed during the Water Plant algae screen project now that Northern
Divers does not need to install their temporary infrastructure. Superintendent
Martin explained that he believes it has saved approximately a week’s work of
labor. He estimated the savings to be $15,000 - $20,000.
Director Thomas explained that intake cleaning is very important in ensuring that
the Water Plant’s membrane system is operating efficiently. He explained that
cleaning extends the life of the membranes. He explained that staff is contacting
other communities to gauge their interest on jointly utilizing Northern Divers to
realize even more savings for future cleaning of the intakes.
Alderman Moreno explained that she is uncomfortable with utilizing a single
source provider however it sounds as though Northern Divers is the only viable
option. Alderman Moreno inquired how staff would look to complete the
cleaning if Northern Divers were to go out of business. Superintendent Martin
explained that he would look to go back to the more expensive pigging option.
Director Thomas explained that Northern Diver’s has been traveling all over the
U.S. and Canada because of their patented cleaning process. He explained
that the process is beginning to gain more and more interest in North Shore
communities.
Alderman Moreno inquired if Northern Divers is a growing firm that is earning
profit. Director Thomas explained that it is a small company but it is profitable.
Superintendent Martin explained that if they were to leave the business he would
envision the firm selling the patent.
Director Thomas explained that Superintendent Martin will bring the official
proposal to the Public Works Committee in February and ask for their
recommendation to City Council to approve. Alderman Moreno requested that
the process’s historical numbers and infrastructure costs be included in the City
Council write up.
Chairman Tack motioned to approve waiving the bid process for the two intake
pipes at the Water Plant. Alderman Moreno seconded the motion, which carried
unanimously.
IV. DISCUSSION OF GAS LIGHT CONVERSION PROJECT – DAN MARTIN
Superintendent Martin explained that the project was presented to the Finance
Committee on November 13, 2017 as a priority “1nf (not funded)”. The Finance
Committee originally reviewed the request to allocate $35,000 in FY19. An
additional $35,000 was then allocated using the additional CIP dollars released
from reserves by the Finance Committee for a total FY19 allocation of $70,000.
Superintendent Martin then reviewed a City map of the location of all the gas
lights. The map was broken out into ten zones that would be converted to LED on
an annual basis using the $70,000. He explained that the estimated full
conversion is $635,725. The project would also require the purchase of a used
directional boring machine at an estimated cost of $60,000-$65,000. Including
the equipment and material cost, staff estimates each light would cost
approximately $1,400-$1,500 to convert to electric. An allocation of $70,000
would allow the full conversion to be completed in ten years. He explained that
in the first year of the project, the equipment purchase will be necessary. He
explained that this initial purchase will use most of the year one allocated funds.
However, staff is hoping to utilize additional remaining FY18 Public Works funds in
the first year to purchase material. He explained that a simple payback period
was calculated at 13 years once the full conversion is completed. He explained
that when a conversion program was first examined in the mid-2000’s the cost
per light was around $8,000 and the estimated payback period was between 30
and 40 years.
Chairman Tack inquired about how the starting area for the conversion was
selected. Superintendent Martin explained that the first area is not in a historic
district and it is not a high traffic area. He explained that the 34 lights in the
starting neighborhood are also condensed and close to one another. He
explained this area was also the focus of the mid-2000’s gas light study. There are
also not as many underground utilities and trees in the area in comparison to
other areas. The area will allow the City’s Streets Section staff to train and gain
experience with the directional boring machine. He explained that one
employee in the Streets Section already has directional boring experience
through his previous job.
Alderman Moreno inquired about renting the directional boring equipment
instead of buying the equipment. Superintendent Martin explained that since this
is being proposed as a 10-year annual program, it was cost prohibitive to rent
the equipment. He explained that renting the equipment is around $3,500 to
$4,500 a month. If staff was to rent the equipment from a firm there would also
be much higher City training costs associated with renting over purchasing. He
explained that most firms require a two week long training certification program
that is located in Iowa. The City would be required to send Street Section
employees to this training if the equipment is rented. He explained that the
boring completed through the conversion project is very basic. Director Thomas
explained that staff is looking to purchase used equipment. City Manager Bob
Kiely explained that as part of the City Council write-up, the cost of purchasing
the equipment versus renting needs to be shown and explained. Alderman
Moreno asked if the equipment would last for the entire ten year program.
Superintendent Martin explained that the equipment would last. It is not going to
be used as heavily as a typical contractor would use the equipment. He
explained that the equipment may also be used by the Water and Sewer
Section in service repairs and by the Parks Section for irrigation systems.
Alderman Rummel inquired about the two areas that were broken out into only
ten or less gas lights. Superintendent Martin explained that while there are fewer
gas lights in these areas they are still going to take as much time and work to
complete the conversion as an area that may have 50 lights. The lights in the two
areas are not condensed and are more spread out. He also explained that these
smaller zones will also give the Streets Section an opportunity to catch up in other
areas. He explained that the map will be updated on a yearly basis to account
for the gas light conversions that have been completed. He explained that they
are planning to convert the 34 lights in the first area this summer. After that first
area is completed they are going to reassess the time it took to complete the first
area and use that assessment in completing the other areas. If they are moving
at a quicker than expected rate, they are going to look to combine areas.
Director Thomas explained that the cost of natural gas was used to calculate the
payback period. He highlighted the fact that the cost of natural gas and
electricity will continue to change. He explained that the cost of the copper
material needed will also fluctuate. If Superintendent Martin and the Streets
Supervisor believe that copper is at a very low and opportune price, staff may
look to come to City Council to request additional dollars to make a copper
material purchase.
Alderman Rummel inquired about gas light installation for new development.
Superintendent Martin explained that new gas lights are no longer installed. New
development is given the City’s street light specification requirements.
Alderman Moreno asked if the City’s Fleet Maintenance Section would maintain
the directional boring equipment. Superintendent Martin explained that the Fleet
Maintenance Section would maintain the equipment.
Jim Opsitnik, President of the Lake Forest Preservation Foundation, explained that
the Preservation Foundation has been monitoring the City’s plans to convert the
gas lights to LED. He explained that the foundation’s main concern is how the
lights are going to look. Mr. Opsitnik explained that he shared with the
Preservation Foundation Board that he has viewed a converted gas light at
Triangle Park and Green Bay Road. He explained that he could not tell an LED
light from a gas light. He explained that Preservation Foundation feels that the
public should be involved and notified of gas light conversions. He explained
that it is important that the public knows that the ambiance and feel of the gas
lights is not changing through the conversion to LED. He explained that the
Preservation Foundation is very supportive of the project with the hope that
people will not be able to see noticeable differences between a LED light and a
gas light.
City Manager Kiely asked if the Preservation Foundation had an opinion on the
order the conversion of the lights would occur. Mr. Opsitnik explained that he
believed City staff has made the right choice in starting in the area identified. He
explained that the public will have the opportunity to go and see this first area
after it is fully converted. Marcy Kerr, Executive Director of the Lake Forest
Preservation Foundation, explained that she believed that the biggest push back
would come from the historic districts and recommended that the City look to
complete those areas last. She explained that communicating the conversions
to the community is going to be key. She explained that completing a small area
first is a great idea. Mr. Opsitnik explained that people tend to think of LED as
white bright lights. He explained that technology has now allowed LED to
become a much softer glow that is dimmable. He explained that it is very
important to complete one area first so that people can see that the conversion
from gas to LED is not going to be any sort of major visible change. Chairman
Tack explained that an evening video of the converted light in Triangle Park and
the light on Green Bay Road would be helpful video evidence that would show
the public what the LED converted light looks like. He explained that getting the
video on the website would be helpful. He explained that he was unable to tell
the difference between the LED light and a gas light. Superintendent Martin
explained that he can work with the City’s Communication Manager on getting
something on the website. Mr. Opsitnik explained that he believed the first area
should be completed and then notification to the public should be posted to the
City’s website. He explained that in doing so, communication could then be
directed to the public to see the completed demonstration area. He explained
that people are going to need to see the results instead of reading about them.
David Mattoon, Lake Forest Preservation board member, inquired about the
illumination level of a converted LED light and if it will be the same as it was
previously, prior to the conversion. City Manager Kiely explained that it is the
intention to keep the illumination level the same. He explained that one potential
outcome maybe that neighbors begin to request that the brightness of the light
be increased. He explained that the decision would most likely come from the
neighbors making that request.
Mr. Mattoon inquired about fixtures that have a different milk glass globe and if
they were already electric. Superintendent Martin explained that the lights he
was referring to are electric.
All the members from the Historic Preservation Foundation thanked City staff and
the Committee for the presentation.
V. DISCUSSION OF RECOMMENDED USES FOR THE GENERAL FUND RESERVES,
DRAINAGE / RAVINE IMPROVEMENTS – MICHAEL THOMAS
Director Thomas explained that during the November 13, 2017 budget meeting,
the Finance Committee agreed to take $1,000,000 from reserves for the North
Beach Access Road ($750,000) and other “1NF (not funded) capital projects.
The decision on where to spend the remaining $250,000 was to be vetted and
proposed by City staff. He explained that some of the remaining dollars have
already been allocated to the gas light project, Deerpath streetscape project,
and Fire Department radios leaving $162,000. He explained that he has discussed
where to propose to spend the remaining dollars at length with Superintendent
Martin, Superintendent Ells, and Water and Sewer Section staff. He explained
that many ideas have been developed and staff would like to get the
Committee’s input on which ideas they prefer. He then reviewed the list of staff
recommended priorities that was shared with the Committee via the meeting
packet.
He explained that the first priority is the North Beach Access Road’s sanitary
sewer and storm system under Lake Road. If the sanitary sewer is in poor
condition staff would look to line the existing pipe. He explained that replacing or
lining the 15” storm sewer west of headwall near the North Beach Access Road
entrance and under Lake Road is also needed. The second priority was divided
into two sub-sections: Priority #2a is sanitary sewer smoke testing of specific areas
throughout town. He explained that the highest priority in the City’s stormwater
policy is addressing and responding to sanitary sewer backups. He explained
that staff has identified specific areas for smoke testing that stem directly from
sanitary back up data collected during this past July and October flooding
events. These areas include Edgewood from Spruce to Rose Terrace, Burr Oak,
and Washington Circle & Illinois to Washington Road & Illinois to include Frost
Place, Cherry Avenue, Woodlawn Avenue, Wildwood Road, and Ryan Place.
Priority # 2b is to research ravine property ownership (private vs. public) via
summer internships. He explained that last year an intern was able to inspect,
inventory, and evaluate all of the ravines in Lake Forest. A challenge that staff
now faces is determining private vs public ravines. He explained that if staff is
going to dedicate large dollar amounts toward ravines, staff needs to be sure
that public dollars are being spent on public ravines. Priority # 3 is working with
Lake County Storm Water Management to provide storm water prevention
inspections. He explained that City’s Water and Sewer and Engineering Sections
have already been offering and completing resident flooding consultations but
that the proposed inspections by LCSWM could possibly be more thorough and
educational in its approach.
Director Thomas then reviewed the FY19 CIP funded ravine and ditch priorities.
He explained that $130,000 has been allocated for this work. He explained that
Priority # 1 is to repair the Ringwood Ravine adjacent to the roadway. The
estimated repair cost is $60,000. Priority # 2 is to repair the Rosemary Ravine
headwall adjacent to the roadway. The estimated cost for this project is $20,000.
Priority # 3 is to repair McCormick Ravine immediately east of Sheridan Road. The
estimated cost for this project is still to be determined. Priority # 4 is beginning
debris removal from the 30 ravine blockages that were found during last
summer’s ravine inventory. Each of these areas will differ in cost depending on
the blockage. He explained that access to remove the blockage is a key factor
in how expensive a blockage clearing will be. Priority # 5 is to create a City cost
share program for ravine repairs. He explained that this could be set up as a
potential grant program for which private ravine owners could apply for funding
with the City.
Director Thomas then reviewed the estimated remaining dollars from the
completed South Beach Access Road project and the Ferry Hall Bridge project.
He explained that staff estimated that approximately $185,000 were remaining.
He explained three potential options on how the remaining dollars could
potentially be spent. Option # 1 would be to add dollars to the needed repairs
for North Beach Access Road sanitary sewer and / or storm sewer system. Option
# 2 is to utilize the funds for plants and trees for South Beach Access Road and
North Beach Access Road replanting projects. Option # 3 is to extend the South
Beach Access Road guardrail 100’ north of the existing guardrail. He explained
that this estimated cost is $10,100.
Director Thomas explained that he knows the Committee and City Council is
looking for a more definitive answer in addressing where the remaining $162,000
CIP dollars will be spent. He explained he wanted to review all of these different
priorities with the Committee tonight so that the Committee can see where staff
priorities stand and for the Committee to provide their own input.
Chairman Tack explained that he believed the remaining dollars from the South
Beach Access Road project should be utilized to fund the additional sanitary
sewer and storm sewer system work at the North Beach Access Road. He
explained that he believed smoke testing should also be a very high priority.
Alderman Rummel explained that she agreed with Chairman Tack’s comments.
Director Thomas explained that he will direct the City’s Engineering Section to
contact engineering firms to cost out the proposed smoke testing areas. He
explained that at some point staff would then bring a proposal to City Council to
proceed with smoke testing with an engineering firm.
City Manager Kiely inquired about the time of the year is smoke testing typically
completed in. Director Thomas explained that it typically completed in the
summer.
Director Thomas explained that with smoke testing the discovery of properties
that have illegal connections is going to occur. He explained that for past smoke
testing, properties discovered with illegal connections were notified and directed
to remove their connections. Alderman Rummel inquired what the penalty was
for a homeowner that did not comply with fixing their connection. Director
Thomas explained that potentially shutting off the water at a property for non-
compliance was an idea that was discussed in the past. Director Thomas
explained that most people were in compliance and fixed their issue when they
were notified. Very few homeowners did not comply. City Manager Kiely
explained that when smoke testing is brought to City Council, it needs to be
explained that past smoke testing efforts have been very effective. Alderman
Rummel explained that compliance to remove connections should be taken
very seriously and shutting off the water for non-compliance should be
considered as a potential option.
Director Thomas thanked the Committee for the direction that they provided.
Alderman Moreno inquired about the timing of the North Beach Access Road
Project. Director Thomas explained that staff is still pushing to complete the
project by Memorial Day. He explained that it is a very aggressive schedule that
is going to all depend on the Army Corps’ review process.
Alderman Rummel left the conference call.
VI. REVIEW OF PROPOSED CONDITIONS TO ADDRESS INOPERABLE / INACCESSIBLE
WATER SHUT-OFF VALVES (B-BOXES) – JIMMY LOCKEFEER
Chairman Tack explained that discussion occurred before the meeting and that
instead of reviewing the proposed topic tonight, staff should look to revise the
topic to incorporate the comments from the earlier conversation. Chairman Tack
explained that he is proposing the idea of going to a ten year inspection
schedule of b-boxes. He explained that every ten years, notice could be sent to
a homeowner requesting that they certify their b-box is operable. He explained
that if a b-box is inoperable that a homeowner would be required to make the
necessary repairs within a certain amount of time. He explained that the
certification process could be broken down by Ward. He explained that if a
house is also going to be sold, the seller would also need to certify that the b-box
is operable.
Alderman Moreno explained that she liked the suggested approach. City
Manager Kiely agreed that the approach was more comprehensive.
Director Thomas explained that there have been issues with City Water and
Sewer Section staff attempting to shut off water at the b-box. There have been
recent incidents where they have discovered that a b-box is inoperable when
they have needed to shut off water.
City Manager Kiely explained that it will be important that as a part of the
certification program, a list be vetted and certified plumbers are made available
on the City’s website.
VII. SNOW UPDATE – MICHAEL THOMAS
Director Thomas reviewed and explained a chart that showed snow totals from
November 15 through January 22 for each of the last five snow seasons. He
explained that this year’s snow season is average when compared to the
previous five seasons. He explained that this year there has been many small
snow events that still require a response. These events utilize overtime hours and
the use of salt. He explained that the City still has approximately 1,200 tons of salt
remaining. He explained that City Council did approve of a salt agreement with
Lake County that would allow the delivery of an additional 1,000 tons of salt if
needed. He explained that the snow operations this snow season are going well.
He explained that staff will be placing the contracted hand shoveling contract
out to bid in the late summer for next winter. Finding seasonal employees would
be much more cost effective however they are very hard to find. The challenge
is that the Parks and Forestry Section’s nine month seasonal employees are
typically off during the winter months. Chairman Tack recommended working
with the country clubs’ management in regards to using their seasonal workers
during their off winter months. Director Thomas explained that staff would look to
reach out to the local country club managers.
VIII. OTHER
Director Thomas explained that on February 6, 2018 staff is going to meet with
the Lane Lorraine neighbors to discuss drainage.
He explained that staff has also met with IDOT in regards to their blocked culverts
both east and west of Route 41. He explained that the regional directors of IDOT
and State Senator Morrison were in attendance. He explained that
Superintendent Martin has been working with the IDOT Gurnee division supervisor
on clearing brush and vegetation at their culverts. Director Thomas explained
that addressing these culvert issues will help alleviate some of the flooding. Staff’s
next step is to work with the UP Railroad on their culvert issues to the east.
He explained that staff has also met with 1301 N. Western in regards to their
drainage issues. He explained that their property was walked with their property
management staff and a member of their homeowner’s association board. City
staff pointed out many private drainage improvements that could be taken by
the property management firm to help alleviate the flooding their residents
experience. He explained that the City Engineer has completed and finalized an
engineering report that was shared with the building property management
staff.
Director Thomas explained that staff is also still working to coordinate a meeting
with the Lexington Drive neighbors on their drainage. Superintendent Ells
explained that the City of Highland Park has been leading an effort to have the
Army Corps of Engineers conduct a Planning Assistance Study. This study will
update existing studies along the two Forks of the East and West Skokie Drainage
Ditches which could lead to a full-scale Feasibility Study whereby flood mitigation
solutions could be designed that would benefit communities devastated by 2017
flooding events. The municipalities and organizations involved with this process
include Lake Forest, Highland Park, Northbrook, Deerfield, Glenview,
Bannockburn, Lake County Stormwater Management Commission, and the Army
Corps of Engineers. Superintendent Ells explained that the Director of Public
Works of Highland Park informed him that he would be happy to give an official
update to the Committee or City Council at a later date. Chairman Tack
recommended that he shares an update at a City Council Meeting
IX. NEXT MEETING
Director Thomas suggested the next meeting be scheduled for February 21, 2018
at 6:30 P.M.
X. ADJOURNMENT
Chairman Tack moved to adjourn the meeting of the Public Works Committee at
8:34 P.M. Alderman Moreno seconded the motion, which carried unanimously.
Respectfully submitted,
Jim Lockefeer Jr.
Management Analyst